Job Title: Administrative Assistant (Conference Coordinator)
Organization: United Nations Regional Service Centre Entebbe (RSCE)
Duty Station: Entebbe, Uganda
Job Opening Number: 17-Administration-RSCE-75991-R-Entebbe (M)
Reports to: Unit Chief
Job Grade: FS5
The Regional Service Centre Steering Committee is the decision-making body for RSCE, in compliance with General Assembly resolutions, United Nations Secretariat rules and regulations, strategic guidance from United Nations Headquarters and oversight bodies. The Steering Committee consults with the Global Field Support Strategy Implementation Coordination Team, as required.
The Regional Service Centre, as approved by the Member States, is owned, managed and staffed by the regional missions it serves. This framework reinforces the existing missions’ chain of command structures and lines of authority in a manner that does not create an additional layer between Headquarters and the regional missions. It also ensures that staffing for RSC.
Job Summary: The Administrative Assistant will coordinate and provide administrative and logistical support for training / conference requested by Client Missions or other entities; assess and analyze training needs; build staff development plans for RSCE staff members; design training materials; deliver training content to the RSCE staff member and/or to Entebbe base staff members; assist in preparing, implementing and monitoring the Regional Training Strategy in partnership with IMTC Chiefs and prepare RTCC yearly report on training / conference number and number of participants.
Key Duties and Responsibilities: The Administrative Assistant (Conference Coordinator) will be responsible for the following duties:
- Responsible for all training, conference, workshop or other even coordination services undertaken by the RTCC;
- Offer timely administrative and logistical support for training/conferences, seminars, requested by client missions and other entities to be held at the Regional Training and Conference Centre through the preparation and delivery phases, with course directors, training focal points, trainers and participants.
- Maintains and updates the training calendar as well as the courses and venues schedule, administer and update all training-related information;
- Orient trainers to the training facilities and resources and provides logistic support in the delivery of courses;
- Provide information and guidance to staff members regarding the program, coordinate students’ registration and accommodation, processing applications and preparing class lists;
- Keenly monitor availability of course materials and supplies, coordinate with the ESB Units ensuring the timely delivery of services and equipment in support of courses and conferences;
- Ascertain efficiency of computer equipment and installation of software/hardware; relay technical difficulties to the help desk and following up on problem solution;
- Compile reports on training programs, maintain training records, review and file and prepare reports on training evaluations;
- Offer support in preparing needs analysis, participate in developing and organizing specific training programs to meet African Region Missions operational requirements;
- Assist in developing and delivering training modules and workshops for internal clients; assist also in selecting and developing teaching aids such as handbooks, tutorials and other training materials;
- Act as the RSCE training focal point and implement the RSCE staff development plan;
- Design specific training programmes to meet RSCE operational requirements, staff development needs and develop systems and methods for disseminating information to mission personnel on training and staff development activities;
- Offer support in the development and tracking of career development programmes in liaison with the DFS Career Development Unit and the Field Career Development Officers;
- Ensure the collecting and maintenance of statistical data on training activities and respond to queries and request for information on training programmes;
- Prepare and monitor the budgetary allocations through regular reviews;
- Perform any other relevant duties as requested by the supervisor.
Qualifications, Skills and Experience:
- The ideal candidate for the United Nations Regional Service Centre at Entebbe (RSCE) Administrative Assistant (Conference Coordinator) job opportunity should hold a high school diploma or equivalent
- A minimum of eight (8) years of progressively responsible experience in human resources management or other related fields is required.
- Previous experience in organizing trainings, conferences and workshops is desirable.
- Languages: Fluency in English, (both oral and written) is required; knowledge of the other is desirable.
- Identifies issues, formulates opinions on compliance with existing rules and presents the recommendations and conclusions to the supervisor for improvements;
- Ensures adequate preparation of reports or rationale with respect of key logistic and administrative decisions;
- Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter;
- Is conscientious and efficient in meeting commitments, observing deadlines and achieving results;
- Is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges;
- Remains calm in stressful situations;
- Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.
Planning & Organizing:
- Develops clear goals that are consistent with agreed strategies
- Identifies priority activities and assignments; adjusts priorities as required
- Allocates appropriate amount of time and resources for completing work
- Foresees risks and allows for contingencies when planning
- Monitors and adjusts plans and actions as necessary
- Uses time efficiently
- Considers all those to whom services are provided to be “clients ” and seeks to see things from clients’ point of view
- Establishes and maintains productive partnerships with clients by gaining their trust and respect
- Identifies clients’ needs and matches them to appropriate solutions
- Monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems
- Keeps clients informed of progress or setbacks in projects
- Meets timeline for delivery of products or services to client
NB: The United Nations does not charge a fee at any stage of the recruitment process (Application, interview meeting, processing, or training). The United Nations does not concern itself with information on applicants’ bank accounts.
How to Apply:
All suitably qualified and interested candidates desiring to serve the United Nations Regional Service Centre at Entebbe (RSCE) in the aforementioned capacity should express their interest by visiting the UN recruitment website and clicking Apply Now.
Deadline: 6th June 2017